Microsoft Word

 

Introduction: - Microsoft word is a word processor. It is a product of Microsoft Corporation. It is an application program that allows you to create and type letters, reports, memos graphic presentation, Auto correct, spellings and grammar checking, tables, mail merge etc and print the documents according to your requirement. The extension name given to the file saved under MS- Word is .DOCX.

 

Advantage of Word Processing:-

 

i)                Scrolling: - The capacity of the screen is limited. The screen is like a window and this window can be moved up, down, left and right. The up and down movement is called vertical scrolling, left and right movement is called horizontal scrolling.

ii)              Word wrap: - the facility allows a user to type the text continuously without pressing enter key on the keyboard. When the cursor reached at the last character position on the right margin, it jumps to the beginning of next line.

iii)            Pagination: - Pagination is a text formatting command. The user can define the number of lines to be accommodated in each page. This length can be increased or decreased as per the requirement of the user.

iv)             Margination: - Margination is a formatting command in word processing. This command indicates left, right, top and bottom margin.

Features of Word processing:-

 

i)                Text can be added, deleted or modified very easily.

ii)              The complete document or a part there can be copied in another document.

iii)            Setting of paragraphs, left margin, right margin, line spacing top margin, bottom margin can be done as per the choice of the user.

iv)             Facility of spelling and grammar checking is available.

v)               Auto correct, tables and Recording options is available.

vi)             Mail merge facility is available in Ms- Word. A bulk of letters can be send to various person by this is facility.

vii)           Word application can be used as Desktop Publishing (DTP) , which is used in publication work such as printing memos, manuals.

 

To start MS- Word

Startà Programmeà MS- Word

 

Parts of MS- Word Screen

 

1. Control menu Box: - A small box with the letter W displayed at the top left corner of the window from where you can maximize, minimize, close and restore your file.
2. Title bar: - the top most bar in the word screen, which displays the name of the active application and the name of the file.
3. Minimize button: - It is located at the top right corner (-) or the window screen and is used to minimize the word screen.
4. Restore button: - located at the top right corner of the window screen and is used to restore the previous size of the window, if it had been maximized.
5. Maximize button: - it is used to maximize the window.
6. Close button: - Identified as (X) is placed at the top right corner of the window screen and is used t close or exit from MS-Word.
7. Menu Bar:- Positioned below the title Bar and contains the menus.
8. Tool bar:- Contains a set of icons for performing different tasks in a short time. It is of two types- Standard toolbar and Formatting toolbar, which are displayed at the top of the screen below the menu bar.
9. Ruler:- Displays a ruler showing the page margins, indents, and tab position on a numbers scale. The Horizontal ruler is placed on the top and the vertical ruler is placed on the left of the screen.
10. View bar:- Used to display a document in Normal view, Online view, Page layout view or Outline view.
11. Status Bar:- Displays the page number, Section number, number of pages, insertion point position etc. of the active file.

 

Creating and Opening Documents

There are several ways to create new documents, open existing documents, and save documents in Word.

Create a New Document

 

1.     Click the New Document button on the menu bar.

2.     Choose File/ Open from the menu bar.

3.     Press ctrl+ O on the keyboard.

Open an existing Document

 

1.     Click the open file button on the menu bar.

2. Choose File / Open from the menu bar.
3. Press ctrl + O on the keyboard.

 

Each method will show the open dialog box. Choose the file and click the open button.

 

Renaming Documents: - To rename a Word document while using the program, select File/ Open and find the file you want to rename. Right – click on the document name with the mouse and select Rename from the short cut menu. Type the new name for the file and press the Enter key.

 

Working on multiple document:- Several documents can be opened simultaneously if you are typing or editing multiple documents at once. All open documents are listed under the window menu documents at once. The current document has a checkmark beside the file name. Select another name to view another open document or click the button  on the Windows taskbar at the bottom of the screen.

 

How to Type the text

1. When typing reaches the right margin of the page, the text will automatically move to the left of the next line- a feature called Word wrap. So, it is advisable not to press Enter unless you require a paragraph break or a line break.
2. To start a new line, press enter.
3. In case of mistakes, use the Backspace key for deleting the contents before the cursor and the Delete key to delete the contents at the cursor position or after the cursor position.

Navigating the Document

If you want to type some text in between any word or sentence, position the cursor either using the arrow keys or the mouse to that place and type you text.

 

You can use the cut, copy and paste commands in order to avoid retyping the text again and again in your document each time you require them. When you perform any of the above operations, the text is store in an area of the computer memory called the clipboard and can be pasted back into the document or into other document.

 

Moving the Text

To move the text in Word file, follow the steps given below.

·       Block the text to be moved.

·       Select Edit- Cut (or press Ctrl+ C)

·       Click in a new place, where the blocked text should be copied.

·       Select Edit- Paste (or press Ctrl+ V)

Saving a file

After typing the text, if you want to save the file for future use, you can perform any one of the following three methods to save your file.

• Select File- Save
• Press Ctrl+ S
• Click on Save Icon in the Standard toolbar.

 

The Save As dialog will be displayed on your screen where you can type the desired name for your file and click on Save. If you want to save the file in the different folder (directory), then select the folder name after typing the file name and then click on save. The file will be saved with the extension. doc.

Closing a File

If you want to close the opened file, choose File- Close

 

Menus

When you begin to explore Word 2000, you will notice a significant change in the menu structure if you are familiar with previous versions of Word. The menus in Word 2000 display only the commands you have recently used. To view all options in each menu, you must click the double arrows at the bottom of the menu. The images below show the Format menu collapsed (left) and expanded (right) after the double arrows at the bottom of the menu were clicked.

Follow the steps below to display menus similar to previous versions of Word with all the choices listed initially:

• Select View\ Toolbar\ Customize from the menu bar.
• Click on the options tab.
• Uncheck the Menus show recently used commands first check box.

 

Shortcut menus

These features allow you to access various Word commands faster than using the options on the menu bar. View shortcut menus by right- clicking with the mouse. The options on the menu will vary depending on the element that was right-clicked. For example, the shortcut menu blow is produced by right – clicking on a bulleted list.

 

Actions such as “Decrease Indent” and “Increase Indent” are only applicable to lists and therefore only appear on the list shortcut menu. The shortcut menus are helpful because they only display the options that can be applied to the item that was right- clicked and, therefore, prevent searching through the many menu options.

 

Toolbars

Many toolbars displaying shortcut buttons are also available to make editing and formatting quicker and easier. Select View \ Toolbars from the menu bar to select the toolbars. The toolbars that are already displayed on the screen are checked. Add a toolbar simply by clicking on the name.

 

FILE MENU

New: -       Creates a new blank file bases on default values.

Open: - Opens or finds an existing file.

Close: - Closes the active file without exiting the application. If the file contains any unsaved changes, you will be prompted to save the file before closing.

Save: - Saves the active file with its current file name, location, and file format.

Save As: - Saves the active file with a different file name location or file format.

Save as HTML: - Saves the file in Hyper Text Mark up Language format required for creating documents for the Internet (World Wide Web).

Page setup: - Sets the margins, paper source, paper size, page orientation, and other layout options for the active file.

Print Preview: - Shows a preview of how exactly a file will look when you print it.

Print: - Prints the active file or selected items, to the selected printers.

Properties: - Displays the property sheet for the active file.

Exit: - Closes MS Word after prompting you to save any unsaved files.

EDIT MENU

Undo: - Reverse the last command i.e. the effect of the last command you executed is undone when this is selected.

Redo: - Reverses the Undo command, i.e. restores the last command.

Cut: - Removes the selection from the active decument and places it on the Clipboard- a special place in a computer’s memory from where it can be retrieved again.

Copy: - Copies the selection to the clipboard.

Paste: - Inserts the content of the clipboard at the insertion point, and replaces any current selection.

Select All: - Selects all text and graphics in the active window , or selects all text in the selected object.`

VIEW MENU

Normal: - Switches to normal view, which is the default document view for most word processing tasks.

Online layout: - Switches to online layout view, which is best for displaying and reading documents on the screen.

Page Layout: - Switches to page layout or page break preview, which is an editing view that displays your document, as it will print.

Outline: - switches to outline view, where you can examine and work with the structure of your file in classic outline form.

Toolbars: - Toolbars allow you to organize the commands in Word the way you want to so that you can find and use them quickly. Toolbars contain buttons, menus or a combination of both. The menu bar s a special toolbar at the top of the screen that contains menus such as File, Edit, and view etc. A menu displays a list of commands.

Ruler: - Displays or hides the horizontal ruler, which you can use to position objects, change paragraph indents and page margins, and other space settings.

Header and Footer: - Adds or changes the text that appears at the top and bottom of every page.

Full Screen: - Hides most screen elements so that you can view more of your document.

Zoom: - Enter a magnification between 10 & 200% to reduce or enlarge the display of the active document.

INSERT MENU

Break :-Insert a column section or page break.

Page number: - Inserts page numbers in your document pages, that automatically update when you add or delete pages.

Date and time: - Inserts current date and current time field that is updated every time you open and print the documents.

Symbol: - Inserts symbols and special characters from the fonts that are installed on your computer.

Comment: - Inserts a comment at the insertion point.

Picture: - Inserts pictures from clip art and other libraries.

Text box: - Draws a text box where you click and drag in the active window.

Hyperlink: - Inserts a hyperlink through which you can jump to a location in the current document or Web page, or to a different word documents or web page, or to a file that was created in a different program.

FORMAT MENU

Font: - changes the font and character spacing formats of the selected text.

Paragraph: - Changes paragraph indents, text alignment, spacing, paginations and other paragraph formats in the selected paragraph.

Bullets and Numbering: -Adds and modifies bullets or numbers in selected paragraphs.

Borders and Shading: - Applies shading effect and creates borders around selected area.

Columns: - Changes the numbers of columns in a document or a section of document.

Tabs: - sets the position and alignment of tabs and determines the type of leader character for each tab stop.

Drop Cap: - Formats a letter; word, or selected text with a large initial or dropped capital letter.

Chang case: - Changes the capitalization of selected text.

Background: - Adds different kinds of backgrounds, such as a woven texture to Word documents and Web pages, to make them look more interesting.

Insert Text Box: - Inserts a Text box in which you can place text or graphics. Text boxes can be made anywhere in a page or document and you may choose to have text flow around them or not.

TOOLS MENU

Spelling and Grammar: - checks the active document for possible spelling, grammar and writing style errors, displays suggestions for correcting them.

Word Count: - Counts the number of pages. Words, character, paragraphs and lines in the active documents. Punctuation marks and special symbols are also included in the word count.

Auto correct: - Sets the options used to correct text automatically as you type, or to store and reuse text and other items you use frequently.

Mail Merze: - Use this option to create form letter, mailing labels or envelops with same or different addresses. Through mail merge you can automatically create personalized letters (with same body text) to many different people.

Macro: - Opens the Macro’s dialog box, where you can run edit or delete a macro. Use Record New Macro to record a series of actions as a macro.

 

TABLE MENU

Draw table: - Inserts a table with the specified rows and columns in the current document.

Insert table: - Inserts rows and columns in the selected table.

Delete cells: - Deletes the selected cells or the cell that contains the insertion point. If you select an entire row or column, the command changes to Delete rows or Delete Columns respectively.

Merge cells: - Combines the contents of selected adjacent cells into a single cell.

Split cells: - Splits the selected cells into the number of rows and columns you enter.

Select row: - To select the complete row in which the cell pointer is currently placed.

Select column: - To select the complete column in which the cell pointer is currently placed.

Select Table: - To select the entire table in which the cell pointer is currently placed.

Table Autoformat: - Automatically applies formats including predefined borders or shading to a table. Auto format resizes a table to fit the contents of the table cells.

Sort: - sort a range of cells (in a table or outside) in ascending order or descending order based upon selected criteria, i.e. the column based upon which you want to sort.